"Alerted.org

Budget Title: Staff Assistant (SL-2)

Salary: $52,000 - $62,000 (Commensurate with experience)

The Staff Assistant for the Planning, Design, and Construction Department is a salaried, professional position that provides direct administrative and strategic support to the Senior Director of Planning, Design, and Construction and to the broader departmental team. Reporting directly to the Senior Director, this individual will play a vital role in helping the department operate efficiently and effectively while serving as a trusted confidant and key partner in daily operations.

This position supports a dynamic team of campus and in-house professionals, including architects, engineers, designers, construction managers, consultants, project

coordinators, and campus clients. The ideal candidate is creative, organized, and adaptable, with the ability to anticipate needs and respond proactively to shifting priorities.

Success in this role requires effective communication skills, a collaborative mindset, and a customer-service-oriented approach. Proficiency with both Google Workspace (Docs, Sheets, Drive, Chat, etc.) and Microsoft Office Suite (Outlook, Teams, Word, Excel, etc.) is essential, as the position involves daily coordination across digital platforms and teams.

Responsibilities:

+ Provide confidential and comprehensive administrative support to the Senior Director of Planning, Design, and Construction and the department's leadership team.

+ Draft and finalize correspondences.

+ Proactively manage the Senior Director's calendar and coordinate scheduling for the department's leadership team, including meetings with campus partners and external stakeholders. Anticipate scheduling needs, resolve conflicts, and review calendar priorities regularly with each Director to ensure smooth and efficient operations.

+ Coordinate work-related travel arrangements for the Planning, Design, and Construction Department, including booking flights, hotels, and rental cars, as well as handling conference and training registrations. Prepare, organize, and process all required state travel forms and reimbursement requests for the Senior Director, department Directors, and staff to ensure compliance and smooth travel experiences.

+ Serve as a departmental P-Card holder, managing corporate credit card transactions and assisting with timely submission and reconciliation of all P-Card expenses.

+ Maintain and track the performance evaluation schedule for all department staff, including employee anniversaries. Ensure that each staff member has an active performance program and that updated evaluations are accurately filed in Human Resources, supporting timely and organized performance management across the department.

+ Act as back up support to the Document Control Coordinator with contract reporting, bidding information and Wicks Waiver paperwork required by Campus Business Office.

+ Organize and expedite procurement of outside consultant design services with Design Team and Facilities Management Business Office.

+ Enter and track service requests submitted by department staff into the Maximo operations work order system, ensuring timely and accurate documentation for efficient follow-up and resolution.

+ Maintain, update, and proactively distribute project rosters for the Planning, Design, and Construction Department, ensuring accurate and timely information is readily available to all staff and stakeholders.

+ Proactively coordinate with Lock shop to ensure consultants and contractors have the necessary badge and key access to department buildings for project work, anticipating access needs and facilitating timely, secure entry.

+ Maintain and monitor all service requests and projects across the department, ensuring they are accurately tracked on each Director's schedule. Prepare comprehensive project lists for management review, anticipating updates and facilitating informed decision-making.

Job Requirements:

+ Bachelor's degree (or higher)

+ Minimum of 2 years of experience in an office setting

+ Experience using a variety of software programs, including word processing, spreadsheets, and database applications

+ Ability to learn new software

+ Effective written, verbal, and electronic communication skills

+ Interpersonal and organizational skills

+ Ability to perform calmly under stress and handle multiple assignments simultaneously

+ Ability to independently prioritize workload and adapt to rapidly changing priorities

+ Maintain strict confidentiality in all matters, exercising discretion and sound judgment in handling sensitive information

Preferred:

+ Architectural/Engineering design firm or construction company experience

+ Experience in complex multi-disciplinary and fast-paced setting

Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that Binghamton University is not an E-Verify employer.

Additional Information:

Offers of employment will be contingent upon successful completion of a pre-employment background check and verification of degree(s) and credentials.

Binghamton University is a tobacco-free campus.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at [email protected]

Payroll information can be found on our website https://www.binghamton.edu/offices/human-resources/payroll/

Cover letters may be addressed "To the Search Committee."

Postings active on the website, accept applications until closure.

For information on the Dual Career Program, please visit:

https://www.binghamton.edu/offices/human-resources/prospective/dual-career/index.html

Equal Opportunity/Affirmative Action Employer

The State University of New York is an Equal Opportunity/Affirmative Action Employer. It is the policy of Binghamton University to provide for and promote equal opportunity employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender identity or expression, sexual orientation, veteran or military service member status, marital status, domestic violence victim status, genetic predisposition or carrier status, or arrest and/or criminal conviction record unless based upon a bona fide occupational qualification or other exception.

As required by Title IX and its implementing regulations Binghamton University does not discriminate on the basis of sex in the educational programs and activities which it operates. This requirement extends to employment and admission. Inquiries about sex discrimination may be directed to the University Title IX Coordinator or directly to the Office of Civil Rights (OCR). Contact information for the Title IX Coordinator and OCR, as well as the University's complete Non-Discrimination Notice may be found here (https://www.binghamton.edu/diversity-equity-inclusion/policies-and-procedures/title-ix-.html) .

Binghamton University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact the ADA Coordinator by completing the Reasonable Accommodation Request Form (https://docs.google.com/forms/d/e/1FAIpQLSfL3zD9n76Ma5icv9N-xdvrVyU3kuaMxgW1-L2Syi-uwPGw2Q/viewform) .